The total calculated amount can exceed the awarded budget.

Learning, Teaching and Training Activities transferred from the NAs project management system and already available in your project can be updated, and participants can be added. See below for details. 

If you make changes to an activity and save, you will be returned to the list of activities. To add participants, you must select Edit to open the activity details again.

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Basics

The participant details screen consists of multiple sections, such as Participant, Mobility or From/To, that have to be filled in. Initially, all sections are expanded, but you can collapse them for easier navigation, by clicking on the section title or the arrow > on the right side of each section.

Mandatory fields in each section are marked with a red asterisk * and display Value missing below the relevant field.

You may have to use the scroll bar in your browser to access all the sections and information on the screen. 

The Participant screen

"Activity" section

In the Activity section, the fields Activity No., Activity Type, and the Long-Term Activity? flag are displayed. The information available is the same information as provided when the activity was created, or as it was transferred from the NAs project management system. All information in this section is read-only. 

"Participant" section

In the Participant section, provide the participant's personal details, such as their name, email, or date of birth. 

Select the Type of Participant from the drop-down list. The available options are: Staff, Learners, Young People, Youth Workers.

The section also includes a number of flags, or tick boxes, that can be used to indicate the participant's role in the activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags available vary depending on the field of your project. For example, the flag Group Leader / Trainer / Facilitator / Youth Worker? is only available for participants in KA220-YOU projects.

Here is an example of how to add a participant in the participant section in a KA220-YOU project for a Learning, Teaching and Training Activity: 

Enter the required information in the Participant section

"Accompanying Person?" flag

The Accompanying Person flag is available for all KA220 projects. Tick this flag if the participant is considered an accompanying person.

"Group Leader/Trainer/Facilitator/Youth Worker?" flag (YOU projects only)

For participants in Learning, Teaching and Training Activities in KA220-YOU projects, not flagged as accompanying person, the Group Leader/Trainer/Facilitator/Youth Worker flag is available. Tick the box if the participant is considered a group leader, trainer or facilitator. 

"Participant With Fewer Opportunities?" flag

Tick the Participant With Fewer Opportunities, if the participant is considered a participant with fewer opportunities. This flag is not available for participants flagged as Accompanying person. 

"Mobility" section

In this section, you can mark the activity as a Physical, Virtual or Blended activity. The option you select will have an impact on the fields to complete in the following sections.

You also have the option to flag the activity for the participant as Non-EU Funded or Force majeure. In case the Force Majeure description includes the words 'corona' or 'covid', the Covid-19 affected will be automatically selected for activities ending in 2020 or later.

In our example, the default Physical action type was changed to Blended.

Blended activity in the Mobility section

"Virtual Activity"

If an activity is a Virtual activity:

• The start and end dates of the learning, teaching and training activity are both greyed-out and not editable, and the Duration calculated (days) is set to zero.
• The start and end dates of the virtual activity can be filled in, using the interactive calendar.
• There are no constraints for the minimum duration of a virtual activity, yet the end date of this activity must be on the last day of the project, at the latest. The duration of a virtual activity does not influence any duration-related grant calculations, such as individual support, top-ups, course fees, etc.
• The total grant to a virtual activity is calculated based on the same formula as for a physical activity, by adding up the values of the applicable budget items.
• The Individual Support Virtual Activity is automatically calculated based on the start and end dates of the virtual activity, indicated in the Duration section.
• All virtual activities are automatically flagged as Force majeure. This cannot be changed. 
• Budget fields, such as EU Travel Grant or Individual Support Physical Activity are set to zero and are not editable.

Duration limitations in a virtual activity

Blended activity

If an activity is Blended activity:

• The start and end dates of the learning, teaching and training activity are available, and the Duration calculated (days) is calculated based on the entered dates.
• The start and end dates of the virtual activity are also available, and the Virtual activity duration (days) is calculated based on the entered dates.
• The durations of the virtual and physical activities cannot overlap.
• After both the physical and the virtual activity dates are calculated, the Blended activity duration is displayed, as a sum total of the physical activity, virtual activity and travel days, if applicable.
• If an activity is flagged as Blended, the minimum and maximum duration applies to the calculated Blended activity duration.

Duration limitations in a blended activity

"Non-EU Funded" flag

Tick this box to indicate the activity is not funded by the EU, meaning that no EU grant is required for the participant. The following fields in the form will be set to 0€ and will become non-editable:

• Funded Duration (days)
• EU Travel Grant
• Exceptional Costs for Expensive Travel
• Individual Support
• Total (calculated)

The Grant not required (Individual support) flag in the Travel Grant section will not be available.

Non-EU Funded flag

"Force Majeure" flag

• The rule checking the minimum and maximum duration of the activity will no longer apply.
• The EU Travel Grant field, if available, becomes editable. You can provide the values as per your needs.
• The Individual Support field will also become editable. You can provide the values as per your needs. 

Force Majeure flag

"COVID-19 affected" flag

For the participants in Learning, Teaching and Training Activities which end during the year 2020 or later, the Force Majeure flag is checked.

If the provided Force Majeure explanations contains keywords such as "corona" or "covid", the COVID-19 affected flag will be automatically set. It is not possible to tick the Covid-19 affected box manually. 

COVID-19 affected flag

"Duration" section

In this section, you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of participants' participation in the activity, as applicable. You will also provide the number of travel days, if applicable. 

As a general rule:

• The Duration Calculated (days), the Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activities) for an accompanying person must be between 1 day and 2 months (60 days).
• The Duration Calculated (days) or Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activity) for participants that are not accompanying persons must be:
  • For activities not flagged as long-term, between 3 and 60 days. 
  • For activities flagged as long-term, between 60 and 360 days.

These limits are displayed under the relevant duration field, for your reference. The Blended Activity Duration is shown in the example below:

Complete the duration section, example for Blended activity

"From/To" section

In this section, you will specify the travel details, such as the sending and receiving organisations, the distance band and the means of transport.:

• Any participating organisation can be the sending organisation. For KA220-HED, Invited organisations can also be selected.
  The receiving organisation must be in a country of the organisations participating in the project, or at the seat of an EU institution (Belgium, France, Germany, Luxembourg, and the Netherlands).
  Selecting the sending and receiving organisation from the available drop-down lists will automatically fill in the fields Sending Country, Sending City, Sending Organisation Erasmus Code (where applicable) and/or Type of Organisation. You can change the values for Sending/Receiving Country from the available drop-down list displaying the Programme countries, Partner countries and OCTs. If needed, you can manually enter another Sending/Receiving City in the provided fields.
• You will also need to select the Distance distance band, Main (if applicable), and the main means of transport, and specify thereal distance in kilometres between the sending and the receiving cities. This will be used purely for statistical purposes, to determine the carbon footprint of the activity.

If the Non-EU funding flag was ticked in the Mobility section of the form, these flags are not available. The fields EU Travel Grant and Real Travel Costs are greyed out and display the amount of 0€.